Adjudication Administrative Assistant

Job description

Position Description:

At the direction of the Agency and/or Center Adjudication Manager, perform a variety of administrative and secretarial functions for the DOS/Adjudication/Customer Service/FPM Management Staff. Maintain all office functions associated with meeting the needs of the Adjudication office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required.

This position is located in our 3 Lear Jet Lane, Albany, NY, 12110 office with work performed at client site in 111 Genesee St., Suite 101, Buffalo, NY 14203.

Your future duties and responsibilities:
Under the guidance of the onsite Government management team, the Adjudication Administrative Assistant shall perform a variety of administrative and secretarial functions for the Adjudication/Customer Service and/or Fraud Manager. The Adjudication Administrative Assistant is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.). The Adjudication Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:
• Answer incoming calls (internal and external) in an office
• Organize, type, collate, and file sensitive material
• Take and distribute meeting minutes as needed
• Monitor Inbox holds daily
• Maintain adjudication schedules
• Generate reports at scheduled intervals: daily, weekly, bi-weekly, etc., including:
o ATS Audit Reports
o Error Rates Report
• Generate Age Analysis report
• Photocopy cases for Adjudication Manager and Supervisors
• Record all completed trainings for passport specialists/supervisory passport specialists, including both core requirements and miscellaneous courses.
• Draft schedules
• Maintain Adjudication Sign-In Sheets
• Update Projected and Actual Overtime in the Overtime Log from the Overtime binder
• Update and distribute Adjudication Schedules
• Assist with organizing online trainings
• Assist with data entry and mailing
? Ship undeliverable over 90 Day, damaged and mutilated Products
? ITP Entry- Incident Tracking Program entries
? Maintain adjudication critical supplies

Required qualifications to be successful in this role:
• Must meet all qualifications requirements of the Administrative Assistant Level I
• Ability to accurately manage tasks and assignments
• Strong organizational skills, time management, and attention to detail
• Ability to disseminate information and/or requests to all office personnel and compile responses
• Ability to adapt to changes in procedures and assignments
• Ability to establish working relationships at all organizational levels
• HS diploma (2 year college degree preferred) and;
• Demonstrated experience with document management, preferably for a legal department or other office, and;
• Two (2) years of experience as an Administrative Assistant in an office environment, including;
• One (1) year of experience supporting at an executive level;
• Four (4) years of experience using a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS PowerPoint, MS Publisher, and MS Outlook, and;
• Demonstrated ability to prioritize and organize simultaneous work flow duties

Hourly Rate: $26.36/hour

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes various factors including but not limited to: skill set level, relevant experience and training, and licensure and certifications. Compensation decisions are dependent on the facts and circumstances of each case.

CGI Federals benefits are offered to eligible professionals on their first day of employment to include:

•Eligibility to participate in an attractive Share Purchase Plan (SPP) in which the company matches dollar-for-dollar contributions made by eligible employees, up to a maximum, for their job category.
•401(k) Plan and Profit Participation for eligible professionals
•Additional benefits determined by your Service Contract Act:
•Paid Time Off (PTO)
•Paid Federal Holidays
•Health & Welfare Benefits

Due to the nature of this government contract, US Citizenship is required.

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Skills:

·  Analytical Thinking

What you can expect from us:

Together, as owners, let’s turn meaningful insights into action.

Life at CGI is rooted in ownership, teamwork, respect and belonging. Here, you’ll reach your full potential because…

You are invited to be an owner from day 1 as we work together to bring our Dream to life. That’s why we call ourselves CGI Partners rather than employees. We benefit from our collective success and actively shape our company’s strategy and direction.

Your work creates value. You’ll develop innovative solutions and build relationships with teammates and clients while accessing global capabilities to scale your ideas, embrace new opportunities, and benefit from expansive industry and technology expertise.

You’ll shape your career by joining a company built to grow and last. You’ll be supported by leaders who care about your health and well-being and provide you with opportunities to deepen your skills and broaden your horizons.

Come join our team—one of the largest IT and business consulting services firms in the world.

Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status or responsibilities, reproductive health decisions, political affiliation, genetic information, height, weight, or any other legally protected status or characteristics.

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at US_Employment_Compliance@cgi.com . You will need to reference the Position ID of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a Position ID will not be returned.

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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. Dependent upon role and/or federal government security clearance requirements, and in accordance with applicable laws, some background investigations may include a credit check. CGI will consider for employment qualified applicants with arrests and conviction records in accordance with all local regulations and ordinances.

CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.